Your Archive visit
Anyone can visit the Archive. It is free and there is no need to
make an appointment. However, if you are travelling some distance
it is advisable to contact us and check that we have what you are
looking for or that we will be open. You do not need to be a member
of the Library, but we may ask for identification.
Your visit starts by...
Signing In
We ask users to complete a record sheet at each visit, providing
their name, full address and other contact details.* There is also
a space for you to note your topic of interest.
Completing this form and signing the request slips to get documents
means you agree to abide by the searchroom rules and procedures and
will follow the record handling guidelines.
Most of the materials we hold in the Archive are unique and
irreplaceable. You can help us care for the records by following
the
document handling guidelines (pdf.46k). Help us make sure
that future generations can also enjoy and learn from them.
You can find what you want by using...
Finding Aids
There are several ways to help you find the most useful
information.
- Before your visit, have a look at the
Summary of Holdings leaflet (pdf. 460k) which provides
an overview of all the collections we hold. You can use this and
the
collections summaries to help you decide which collections will
be most useful to you.
- In the search room we have volumes which
contain descriptive lists of the collections in detail.
These descriptive lists are colour coded, to distinguish between
Council and other Official records (black) and the
community collections (blue)
- Each collection is headed by a summary of its contents, so that
you can quickly see who created the material, what dates it covers
and what kind of information it contains.
- You can then browse through the descriptive lists of one
or more collections and note which original items you would
like see
- We also have indexes to some collections which may save you
time looking through the complete descriptive lists. Just ask a
member of staff whether the collections you are interested in
are indexed
- Each collection has a unique reference number, as does each
volume, bundle or item within each collection. When you want to see
anything you will need to take a note of the complete reference
number so the right material can be produced
I've seen what I want, what do I do now?
Request slips
- When you spot something of interest, make a note of the
reference number. You need the number to complete the request slip
which is used to produce the items you wish to see.
- You will probably need to complete one slip for each item - the
staff will advise you.
- Give your slips to a member of staff who will fetch the
material you have asked for from the strongroom.
The documents
- When you are given the material you have requested, please
follow the
document handling guidelines (pdf.46k) which will minimise wear
and tear on the documents.
- There are paper and pencils available for you to take notes,
gloves to protect the documents and cushions to rest them on.
- The staff are always happy to advise and help.
Reference and resources
We also have tools that can help you make sense of the records
you want to see or help you find collections that are held
elsewhere.
- There are books and websites that tell you about why
certain records were created, will help you decipher old
handwriting and help you understand Latin and Old Scots.
- The searchroom pc can be used to access this information and to
browse the catalogues of other archives and related websites
- If you are not sure where to start your search, the staff will
be happy to guide and advise you.
At the end of your visit
When you have finished with the material, tell a member of staff
who will return them to the strongroom.
Access to the records
There are certain circumstances when access to the documents is
restricted. Some records may be too fragile or are away being
repaired. Records may also be closed to the public under the terms
of the Data Protection Act 1998, or at the request of the
collection's owner.
*In compliance with the Data Protection Act (1998), any personal
information supplied by you may be kept in either a manual or
automated file for administration, record or management information
purposes. The information will be used for no other purpose. Only
those with direct operational rights will have access to the
information.
